About the Role
The Procurement Specialist is responsible for managing the purchasing and inventory procurement activities of the pharmacy to ensure that active pharmaceutical ingredients (APIs), excipients, sterile compounding components, cleanroom consumables, medical supplies, and related items are available when needed.
Key Activities
Manage the purchasing of bulk drug substances (APIs), excipients, and finished pharmaceutical products from FDA-registered suppliers in accordance with Section 503A requirements, pharmacy policies, and applicable federal and state regulations.
Purchase sterile compounding components — vials, stoppers, seals, syringes, filters, needles, and fluid-path/tubing assemblies — verifying lot documentation and compatibility with pharmacy equipment and processes.
Purchase cleanroom consumables and USP <797> supplies, including sterile garb and gloves, cleanroom wipes, sanitizing and sporicidal agents, and environmental monitoring supplies.
Obtain, verify, and maintain Certificates of Analysis (CoAs) and supplier documentation for all ingredients and components; support supplier qualification and requalification and prepare supplier compliance documents (e.g., end-use statements) as needed.
Monitor inventory levels and place orders based on the compounding production schedule, demand, usage trends, par levels, and anticipated needs.
Maintain strong relationships with pharmaceutical wholesalers, compounding supply vendors, component manufacturers, and other vendors, both domestic and international.
Communicate and coordinate directly with China-based suppliers and manufacturers — including in Mandarin Chinese — to manage sourcing, quotations, purchase orders, shipment timelines, and import/export documentation.
Compare pricing, contracts, rebates, discounts, and purchasing terms to identify cost-saving opportunities.
Receive and verify incoming shipments, including cold-chain and temperature-sensitive products, in accordance with USP <659>/<1079> handling and storage requirements.
Review purchasing reports and analyze inventory trends to reduce excess inventory, shortages, and unnecessary expenditures.
Monitor ingredient and component shortages, backorders, recalls, and product availability, and communicate potential impacts on the compounding schedule to pharmacy leadership.
Maintain lot-level traceability of purchased ingredients and components so that any recalled lot can be traced to affected compounded batches; coordinate recall, return, expired-product, and damaged-product processes.
Coordinate product substitutions or alternative sourcing when appropriate and in accordance with pharmacy policies, formulation requirements, and applicable regulations.
Track controlled-substance purchasing, where applicable, in accordance with DEA requirements (e.g., Form 222/CSOS), supplier verification procedures, company policies, and applicable federal and state requirements.
Monitor inventory for products approaching expiration, manage stock in coordination with beyond-use dating practices, and implement strategies to reduce waste.
Ensure purchase orders, invoices, credits, returns, and vendor records are accurate and properly maintained.
Assist with annual and periodic physical inventory counts and reconcile discrepancies.
Support capital equipment and laboratory supply purchasing, including sourcing from secondary-market/used equipment vendors, as directed by pharmacy leadership.
Work with the pharmacy team to forecast material needs and address unexpected changes in demand or production schedules.
Support audits and regulatory inspections and ensure procurement practices comply with applicable pharmacy regulations, USP standards, company policies, and contractual requirements
Preferred Skills
Experience in a compounding pharmacy (503A), 503B outsourcing facility, or sterile pharmaceutical manufacturing environment strongly preferred.
Experience working with pharmacy wholesalers, compounding supply vendors (e.g., PCCA members and similar suppliers), and component manufacturers.
Familiarity with supplier qualification, Certificates of Analysis, and ingredient/component documentation practices.
Education and Experience
2+ years of experience in pharmaceutical or healthcare procurement, purchasing, or inventory management.
High school diploma or equivalent required; associate or bachelor's degree in business, supply chain, healthcare administration, pharmacy, or a related field preferred.
Previous experience in pharmacy purchasing, healthcare procurement, inventory management, or pharmaceutical distribution preferred.
Knowledge of pharmaceutical ingredients and components, sterile compounding operations, and medication inventory practices preferred.
Familiarity with USP <795>/<797> material, supply, and documentation requirements preferred.
Bilingual fluency in English and Mandarin Chinese (spoken and written) required to support daily communication with China-based suppliers and manufacturers.
About Us
Finding a great opportunity that fosters growth, a great culture, and leadership opportunities can be difficult. Top Quality Recruitment (TQR) connects professionals with leadership opportunities across the Packaging, Food and Beverage, Medical Devices, and Biotechnology industries. With 50+ years of experience, we believe in one-to-one communication and finding the best candidate/employer match possible.
TQR is an equal-opportunity employer that encourages diversity. We will consider all applications.
Accommodation for applicants with disabilities is available upon request.
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